Q: Why does Deputy update awards?
A: Deputy periodically updates awards for many reasons. These reasons may include updates from Fair Work, or changes mandated by Deputy such as adding new features, or updating outdated pay rules. Whatever the reason, Deputy will notify you of updates when they occur. If you receive such a notification, it is important for you to go into each employee's profile in Deputy and select the newest version of the award. We’ve created a step-by-step guide so you can update your employees to the new awards as soon as possible.
Q: How do I select which award I want to use?
A: We have a help doc to find the right award.
Q: Will I know which version of the award to select?
A: To simplify the awards library, we have removed all outdated awards and you will find only the most recent award to select.
Q. Do awards need to be updated for all existing employees?
A. Yes, all existing employees whether they are full-time, part-time, or casual, should be on the most up-to-date award. This will ensure that Fair Work requirements are met and that Deputy functions correctly.
Q. Are employees on Enterprise Bargaining Agreements impacted by award updates?
Q: What happens if I don't update the employee's profile after Deputy has updated an award?
A: Your employee will remain on an outdated version of the award which may not be compliant with Fair Work requirements, or may not function properly.
Q. When is the best time for me to update an employee's award?
A. To avoid mixed rate pay runs, we suggest updating to the latest award immediately after a pay run. That will ensure timesheets get approved with the new award pay rates. Don’t forget to update hourly base rate if required. Increases or decreases in pay rates will be automatically applied by Deputy.
Q. Will I need to update my Payroll system with new Pay Rate Export Codes?
If you are exporting payroll data to your payroll system, the new Pay Rate Export Code associated with the newest awards may need to be manually updated in your payroll system. We have created a step-by-step guide to help you with this.
If you are using Xero, this step may not be required but we suggest you check in with your accountant and bookkeeper just to be safe.
Q: Will Deputy ever automatically update my employees' profiles to the new version of the award?
A: In some cases, Deputy will automatically update employee profiles to the new version of an award. When that is going to happen, Deputy will send you a notification that the award has been updated and the date on which Deputy will automatically apply it to your employees' profiles. Deputy will always provide advance notice of this in order to allow you time to manually make the change if you prefer to make the change on an earlier date.
Q: What is the rate of pay for ordinary hours in this award?
A: Deputy does not pre-select your employee's hourly rate of pay. You as the employer fill in each employee's base hourly rate in their Deputy profile after selecting an award. This rate will be applied to ordinary hours. Be sure to consult with Fair Work about the minimum rate of pay for each employee under an award.
Q: Does the award include penalty and overtime rates?
A: Yes. Please visit Deputy's Pay Rate Library Help Docs for a detailed explanation of the penalty and overtime rates that are included in the award.
Q: Does Deputy guarantee that I will be compliant with Fair Work requirements by using this award?
A: No software provider can guarantee compliance. While Deputy’s Pay Rule Engine is designed to Simplify Shift Work by reducing the time required to apply the relevant Legal Requirements through automation, it is not a substitute for payroll or legal advice, nor is it intended to relieve you of your obligation to comply with the Legal Requirements applicable to your business. It is ultimately each customer’s sole responsibility to pay its employees correctly and in compliance with all Legal Requirements. Please review our Product Specific Terms for more information about your compliance responsibilities.
Q: How do I get more information on an award and how it works?
Q. We are not currently using the Pay Rates and Awards functions offered by Deputy, how do I start to use these?
A. Check out our library of help articles, written for you by our Deputy experts, or get in touch with our 24/7 customer support team.
Q. For the Hospitality and Restaurant Industry Award will the new pay rules regarding outer limits or outer hours be supported in Deputy?
As of 1 September 2022, employees who are paid 125% or more via annualised wage arrangements under clause 24 of the Hospitality Award and Clause 20 of the Restaurant Industry Award will need to be paid an additional amount when an employee works in excess of the “outer limits” below:
- 12 hours overtime per week averaged over the roster cycle; and/or
- 18 penalty hours per week averaged over the roster cycle (excluding 7pm to midnight in the Hospitality Award and 10pm to midnight in the Restaurant Award).
This is not currently supported in Deputy but please send feedback if you think this is something that should be implemented.